Patient payments and debt tracking

How the CRM calculates charges and debts

A debt in the CRM is the difference between what a patient or client was charged and what they paid. 95sales CRM calculates it automatically, with no manual spreadsheet reconciliation.

What goes into charges:

• Monthly fee: for inpatient facilities and care homes, adjusted for the level of care.
• Extra services: including those charged from the care plan and appointments.
• Courses and price list services: see price list and courses.
• Discounts: recorded separately, so you can see how much money you gave away.

Payments are entered in the CRM and reduce the debt.

Aged receivables: who owes and how much

Aged receivables split debts by age: recent, overdue and long overdue. Managers see not only the total but also where debt is "aging". Those are the debts that most often never come back.

The section shows:

Say a care home has 40 residents paying monthly. If five families pay two or three weeks late, that gets lost among spreadsheet rows. In the CRM those five names sit at the top of the overdue list, and a manager has a task. For a full playbook, see the guide on how to control patient debts.

Cash desks, bank account and cash collection

The cash section shows where the money physically is:

• The company bank account.
• "Acquiring · terminals": an account for card payments taken on a terminal.
• Site and office cash desks: cash at each location.
• Transfers and cash collection: moving money between cash desks and to the bank.
• Cash counts: the actual balance is checked against the expected one, and any discrepancy is recorded.

This matters for a chain. The director sees how much cash sits at each location and when it was last collected.

Before and after

Who it's for

• Care homes and rehab centers: monthly fees, extra services, relatives paying in installments.
• Private clinics and dental practices: treatment plans and courses paid in installments.
• Agencies: client invoices, payments and debts (the "Invoices" section).

How to get started

1. Set up fees and care levels, or upload your price list.
2. Bring over current debts as opening balances on the launch date.
3. Set up cash desks: bank account, terminals, site cash desks.
4. Agree that every payment is entered in the CRM on the day it arrives.
5. Once a week, review overdue payments and assign tasks.

Revenue and profit totals live in finance and P&L.

Debts in analytics and in AI questions

Payment data isn't limited to the money section. In analytics, receivables sit next to average check, LTV and revenue per bed or per patient. That lets managers tie debts to a source, brand or salesperson.

If the AI assistant is enabled, a director can ask it by text or voice, for example: "Who owes the most this week?" The assistant only sees what the user's role allows. It takes actions, such as creating a call task, only after you click "Confirm". The assistant is off by default and turned on on request. More in AI assistant.

Access to money is role-based. Nursing staff work with care, while amounts, cash desks and receivables are visible to the office, the CFO and the director, depending on configured permissions.